Administrative Assistant 3

State of Arizona Enterprise Technology (ASET); Holbrook (AZ); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Sick leave

Vacation

Health insurance

Retirement plan

Job summary

The State of Arizona Department of Transportation is looking for an Administrative Assistant 3 for the Northeast District. This role requires effective communication, organization, and the ability to perform various administrative functions.

Responsibilities include purchasing goods, ensuring compliance with procurement laws, and providing customer service. The position demands flexibility for various shifts and may require overtime during emergencies.

Qualifications

• Two years experience as an Administrative Assistant 2 or equivalent.
• Ability to perform administrative, financial, and communication functions.
• Knowledge of procurement practices and compliance.

Responsibilities

• Purchase goods and services using State procurement systems.
• Assist in overseeing estimates of labor and expenditures.
• Track and monitor funds from the budget.

Skills

Verbal communication

Written communication

Time management

Workplace organization

Problem solving

Email software

Spreadsheet applications

Database software

Presentation software

Education

Two years as Administrative Assistant 2

Three years as Administrative Assistant 1

Job description

DEPT OF TRANSPORTATION

Be a part of an innovative and collaborative team driving a safer transportation system for Arizona.

Administrative Assistant 3

Job Location: Northeast District Wide Maintenance, 2407 Navajo Blvd., Holbrook, AZ 86025

Posting Details

Salary: $42,190.00 - $52,190.00

Anticipated Salary: $47,190.00

Grade: 17

Job Summary

Under general supervision of the Maintenance Analyst 4, this position performs a variety of moderately difficult administrative, financial and communication functions. Work assignments are varied, change frequently, and require considerable self-initiative and being able to work in a team environment. Coordinates activities and administrative matters within two or more Maintenance Units and between organizational units of one or more programs, other government agencies and the public that have moderate impact on agency operations. Primarily responsible for tasks for the Maintenance Supervisors, Superintendent and Maintenance Analyst 4. Provides customer service to ADOT employees and to the public in the Northeast District. Overtime during emergencies, weather events and incident management activities on weekends, nights and holidays may be required. Northeast District is a snow district and the Administrative Assistant is assigned to various shifts to staff and dispatch the radio call 24 hours a day and seven days a week when needed for storm coverage. Occasional travel and overnight stay for meetings and training is required.

Job Duties

Purchase goods and services using State procurement and accounting systems. Conduct research to generate a variety of purchasing documents and modify as needed. Ensures compliance with all State procurement laws, rules, regulations and policies. Receives goods and services, determines appropriate distribution amounts, codes billings to correct funding source and submits documentation to accounts payable. Designated purchasing card holder. Researches outstanding accounts payable.

Assist in overseeing estimates of labor, equipment, material, and contract expenditures for the supervisors to assist with forecasting budgets. Track, review and monitor funds expended from the budget to assure to ensure current spending practices are compliant with State Procurement rules and agency guidance and that at expenditures do not exceed available allocated funds.

Utilizes the maintenance management performance system (PeCos) for assigned Org including oversight of computer entry and work reporting, analyzes work reports, for determination of accuracy of highway maintenance activities, including materials costs, equipment and equipment rental rates, personnel costs, employee related expense and other operating costs. Track expenditures and inventories of materials and fixed assets.

Knowledge Of

• Principles and practices of administration and management, to include, but not limited to business math, accounting principles & practices and English/ grammar


• Office procedures


• Procurement, practices to include on line research to obtain contractual information, delivery information


• Purchase requisitions, purchase orders and receives into system to initiate purchase and/or payment and modify documents as needed


• Budgeting and accounting principles


• Inventory monitoring


• Computer systems and associated business office software, scheduling and organizing, communications


• Payroll applications


• Customer service


• Incident management

Skill In

• Professional verbal and written communication


• Time management and establishing priorities


• Work place organization


• Email, word processing, spreadsheet, development of tracking metrics, database and presentation software applications preferably in Microsoft or Google applications


• Preparing reports


• Problem solving and decision making; creating and maintaining interpersonal business relationships


• Scheduling

Ability To

• Comprehend and follow directions


• Work under pressure and in a stressful and changing environment


• Be flexible


• Adapt to interruptions


• Plan, coordinate and analyze multiple tasksCommunicate effectively, both written and verbally


• Work independently and on a team


• Maintain a high level of confidentiality


• Treat all customers fairly and equitably regardless of need


• Analyze and evaluate a wide variety of highway maintenance data


• Design and draft forms, sketches and diagrams for procurement and contract administration documents

Selective Preference(s)

Two (2) years experience as an Administrative Assistant 2; or three (3) years experience as an Administrative Assistant 1; or equivalent administrative office experience.

Pre-Employment Requirements

This position requires driving or the use of a vehicle as an essential function of the job, and the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits

• Sick leave


• Vacation with 10 paid holidays per year


• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).


• Health and dental insurance


• Retirement plan


• Life insurance and long-term disability insurance


• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

Learn more about the Paid Parental Leave program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

Retirement

Mandatory participation in the Arizona Retirement System (ASRS) is required.

Contact Us

For questions about this career opportunity, please contact ADOT Human Resources Recruitment via email at [e-mail] or phone call at [phone] option 2.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling [phone] option 3. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer.